R E G I O N 1 8I N F O R M A T I O N S Y S T E M S

TXEIS 2013 W-2 CHECKLIST

IMPORTANT NEWS

Due to the recent government shutdown, the dates for Tax Year 2013 wage reporting and processing will be delayed as follows:

• Social Security Administration’s (SSA) Electronic Wage Reporting applications will close on 12/20/13 and re-open on 12/23/13.

• Tax Year 2013 and prior year files will be accepted beginning on 12/23/13 and

• Files received after 12/20/13 will begin to process on 02/11/14.

For more information, please visit the Social Security website at http://www.socialsecurity.gov/employer/.

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W-2 DUE DATES• By January 31 provide each employee a completed W-2

form.

• By February 28 file Copy A of the W-2 form with the SSA.

• By March 31 file electronic W-2 form with the SSA.

• For more information on reporting W-2 information to the SSA electronically, visit the Social Security Administration’s Employer W-2 Filling Instructions & Information webpage at http://www.socialsecurity.gov/employer/ .

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HELPFUL RESOURCES

IRS Current Forms and Publications

• Publ 15 : Circular E, Employer’s Tax Guide• Publ 15-A : Employer’s Supplemental Tax Guide • Publ 15-B : Employer’s Tax Guide to Fringe Benefits • Form W-2 : Wage and Tax Statement• Inst W-2 and W-3 : Instructions for Forms W-2 and W-3,

Wage and Tax Statement and Transmittal of Wage and Tax Statements.

All Forms and Publications listed above can be found at http://apps.irs.gov/app/picklist/list/formsPublications.html.

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VERIFY W-2 INFORMATIONW-2 Information should be balanced and reviewed for accuracy before printing and distributing W-2 forms to employees or sending the W-2 file to the Social Security Administration (SSA).

Generate the following reports in TxEIS to compare:

HRS3000 – Calendar Year To Date ReportHRS5000 – 941 WorksheetHRS5100 – W-2 Forms

NOTE: If your district has multiple payroll frequencies, you will need to run each report for all frequencies.

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CALENDAR YEAR TO DATE REPORTReports > HR Reports > Year To Date Reports

Once the report is generated, print the last page which shows the district totals. The amounts highlighted in pink will be used in the balancing process. See slide 11.

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941 WORKSHEETReports > HR Reports > Quarterly/Annual Reports

Once the report is generated, print the last page which shows the district totals. The amounts highlighted in pink will be used in the balancing process. See slide 11.

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W-2 FORMS – STEP 1Reports > HR Reports > Quarterly/Annual Reports

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W-2 FORMS – STEP 2At the prompt, select Report and then click OK.

When the report appears, click Validation.

Once the report is generated, print the last page which shows the district totals. The amounts highlighted in pink will be used in the balancing process. See slide 11.

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REPORTS COMPARISONCompare the following on the Calendar YTD, 941 Worksheet, and the W-2 Processing reports:

Taxable Gross / Withholding GrossWithholding TaxFICA GrossFICA TaxMedicare GrossMedicare TaxEarned Income Credit (EIC)

NOTE: If the totals do not match (due to voided checks, etc.), you may need to file an amended 941 Quarterly Report.

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REPORTS COMPARISON CONT’D

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TAXABLE FRINGE BENEFITSEnter Taxable Fringe Benefits, if applicable, on the Maintenance > Calendar YTD Data > Calendar YTD tab.

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TAXABLE FRINGE BENEFITS CONT’DPrint the HRS3000 – Calendar Year To Date Report to verify totals on the Reports > HR Reports > Calendar Year To Date Reports page.

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THIRD PARTY SICK PAYEnter Third Party Sick Pay, if applicable, on the Maintenance > Calendar YTD Data > Third Party Sick Pay tab.

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THIRD PARTY SICK PAY CONT’DPrint the HRS5200 - Third Party Sick Pay Report to verify totals on the Reports > HR Reports > Quarterly/Annual Reports page.

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EMPLOYER SPONSORED HEALTH COVERAGE

Verify the Employer Health Sponsored Health Coverage.

Verify the W2 Health Care box is selected for each deduction code with an AC (TRS Health Insurance), HI (Health Insurance), or RI (Retiree TRS-Care Surcharge) Abbrev Cd on the Tables > Tax/Deductions > Deduction Cd tab.

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EMPLOYER SPONSORED HEALTH COVERAGE CONT’D

If you use the TEA Health Ins Contribution field on the Tables > District HR Options page to account for the $75 state contribution, you will be ready for the January 2014 payroll.

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EMPLOYER SPONSORED HEALTH COVERAGE CONT’D

If you include the $75 state contribution in the Emplr Contrib field on the Maintenance > Staff Job/Pay Data > Deductions tab, you will need to manually deduct $75 from the Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD Data > Calendar YTD tab for each month they were employed at your district.

For more information on Employer Sponsored Health Coverage, go the IRS webpage at http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage.

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EMPLOYEE’S W-2 FORMS – STEP 1To print the W-2 Forms for employees, go to Reports > HR Reports > Quarterly/Annual Reports > HRS5100 – W-2 Forms.

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EMPLOYEE’S W-2 FORMS – STEP 2

At the prompt, select Report and then click OK.

When the report appears, click Validation to toggle between the forms and the validation report.

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EMPLOYEE’S W-2 FORMS – STEP 3Verify that a form printed for every employee and all the information on the W-2 is correct.

REMINDER: If you do not file electronically, you will need to complete a W-3 to mail with the W-2 paper copies being sent to the SSA.

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EMPLOYEE’S W-2 FORMS – STEP 4

• Distribute W-2 forms to employees no later than January 31, 2014.

• If an employee finds an issue on their W-2 information, make corrections as needed in TxEIS.

• It is recommended you choose to electronically submit your W-2 file to the SSA. This will give you the most time possible to correct data before sending to the SSA, decreasing the likelihood of having to submit lengthily correction forms later.

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EMPLOYEE’S W-2 FORM

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W-3 FORM

For districts filing paper copies to the SSA.

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SSA W-2 FORMS – STEP 1To print or create the W-2 Form to be submitted to the SSA, go to Reports > HR Reports > Quarterly/Annual Reports > HRS5100 – W-2 Forms.

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SSA’S W-2 FORMS – STEP 2

If you are filing electronically, at the prompt select Text and then click Export.

If you are filing paper copies, at the prompt select Report and then click OK.

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SSA’S W-2 FORMS – STEP 3

For districts electronically filing ONLY.

Check the W2report.txt file through AccuWage.

AccuWage is a free software that identifies most of the common format errors. Using this software reduces submission rejections. Keep in mind, your submission could be returned due to other errors.

AccuWage can be downloaded from the following website http://www.socialsecurity.gov/employer/accuwage/AccuWageJavaInterceptingPage.html.

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SSA’S W-2 FORMS – STEP 4For districts electronically filing ONLY. Submit the W2report.txt file online at https://secure.ssa.gov/acu/LoginWeb/loginHandler.do.

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COPY A FORM

For districts filing paper copies to the SSA.

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EMPLOYEE’S CALENDAR YTDVerify the employee’s 2013 W-2 data is displayed on the Maintenance > Calendar YTD Data > W2 Inquiry tab.

NOTE: If the data does not display, run the HRS5100 – W-2 Forms report again and make sure to input ‘Y’ in the Final Run – Create W-2 Historical Record? (Y/N) field.

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EXPORT HUMAN RESOURCES BY PAYROLL

Create a backup by going to Utilities > Export Human Resources by Payroll.

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PRINTER ALIGNMENT ISSUESTxEIS Business Recommended Print Settings

Adobe Acrobat, Reader 10 or later

Checks (pre-printed) and W-2s and 1099s Forms (pre-printed) Size Options: Actual size Orientation: Auto portrait/landscape

Reports, Labels (HRS1450), Calendars and W-2s and 1099s Forms (blank) Size Options: Fit Orientation: Auto portrait/landscape

Adobe Acrobat, Reader X

Checks (pre-printed) and W-2s and 1099s Forms (pre-printed) Page Scaling: Shrink to Printable Area Auto-Rotate and Center: not checked

Reports, Labels (HRS1450), Calendars and W-2s and 1099s Forms (blank) Page Scaling: Fit to Printable Area Auto-Rotate and Center: checked

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MOZILLA FIREFOX

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Disable Mozilla Firefox PDF viewer.

CHROME

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Disable Chrome PDF viewer.

Type chrome://plugins/ in the address bar in Chrome.

Click Disable under Chrome Remote Desktop Viewer.

Click Disable under Chrome PDF Viewer.

Click Enable under Adobe Reader.

Close the web browser and re-start Chrome. This will enable you to view documents and print using Adobe.

QUESTIONS??? Information System Department

Christina Aranda – Information Systems Business Consultant 432-567-3282

Melinda Arguello – Information Systems Business Consultant 432-567-3283

11/21/2013